36C26020Q0220.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C26020Q0220

JAMES HARRIS 3605537618 03-18-2021

16:00 PDT

Department of Veterans Affairs

Network Contracting Office 20

5115 NE 82nd Ave, Suite 102

Vancouver WA 98662

X 100

X

721110

$35 Million

N/A

Portland VA Medical Center

3710 SW US VETERANS HOSPITAL ROAD

PORTLAND OR 97239-2999

Y

5115 NE 82nd Ave, Suite 102

Vancouver WA 98662

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page

THE CONTRACTOR SHALL PROVIDE VETERANS LODGING SERVICES FOR

THE PORTLAND VETERANS AFFAIRS HEALTHCARE SYSTEM (PORVAHCS)

IN ACCORDANCE WITH THE ATTACHED STATEMENT OF WORK.

ORDERING PERIOD: 04/01/2021 TO 03/31/2026.

GUARANTEED MINIMUM FOR THIS CONTRACT WILL BE FULFILLED

DURING THE FIRST DELIVERY ORDER PLACED UNDER THIS CONTRACT

IN ACCORDANCE WITH FAR 16.504(a)(1) AND FAR 16.504(a)(2).

GUARANTEED MINIMUM AMOUNT OF ROOMS SHALL BE 500 ROOMS.

THIS IS A FIVE YEAR INDEFINITE DELIVERY INDEFINATE QUANTITY

CONTRACT.

See CONTINUATION Page

X ONE

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.7 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.9 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.10 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 37

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2021)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C260

5115 NE 82nd Ave, Suite 102

Vancouver WA 98662

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] MONTHLY IN ARREARS

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 STATEMENT OF WORK

Lodging Services For the Portland VAHCS

3710 NW US Veterans Hospital RD.

Portland, OR 97239-2999

1. GENERAL

The Contractor shall provide Hotel Services for Patient Lodging for an estimated thirty-seven

(37) pre approved patients Sunday through Thursday and an estimated three (3) beds for Friday and Saturday for the Portland VA Health Care System (PORVAHCS). The rooms shall be fully furnished. If additional rooms are required and available, they shall be provided at the same rate. The number of rooms required during the contract period maybe subject to increase and/or decrease, as the need arises. Veterans, as well as, significant others shall be referred to the Contractor's facility for lodging. Contractor shall be obligated to hold the rooms for patients until approximately 6:00PM every evening, Sunday through Saturday.

2. CONDITIONS

Only the cost of the daily room rate shall be the responsibility of the VA Medical Center, Po r t la nd , OR ; all other costs for meals, incidentals, telephone calls or other amenities available at or delivered to the Veteran Beneficiary, shall be the sole responsibility of the

Veteran Beneficiary at the time of checkout. These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the

Contractor.

3. ROOM RATES

Room rates offered shall be single occupancy (1 Bed) or double occupancy (2 beds), depending on the presence of a spouse, significant other and/or caregiver for each individual patient. Contractor shall provide a minimum of thirty seven (37) standard rooms Sunday through Thursday, and three (3) standard rooms Friday through Saturday and shall be located in a reasonably quiet, tranquil location within the facility or facilities. Contractor shall allow spouses, significant others or caretakers to stay with the patients, at no additional cost to the

Veteran Beneficiary.

Daily room rates will include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel. Contractor will offer one and only one room rate. The room rate will cover reservations for Single Occupancy and for Double Occupancy. The room rate will cover rooms with one (1) bed of queen size or larger and will cover rooms with two (2) queen size beds. The Veteran will be allowed their caregiver, driver, and/or attendant to stay in the same room with them. Any additional rooms for caregivers, drivers, and/or attendants are the sole responsibility of the Veteran or the caregiver, driver, and/or attendant and will not lodge at

Spokane VAMC expense.

a. Daily room rates will include daily changes of linens and toiletries and daily maid service.

b. Daily room rates will include free parking.

c. Daily room rates will include free wireless internet access.

d. Daily room rates will include, at least, one touch tone telephone (no deposit required).

Telephone service will be capable of long-distance calls when long distance calls are placed using a telephone calling card or other telephone charge method. Any long-distance charges are the responsibility of the occupant and not of VAHCS. Telephone service will be equipped with voice messaging system or front desk message service.

e. Daily room rates will include, at the minimum, a complimentary continental breakfast.

f. Daily room rates will include 24-hour front desk coverage.

4. FACILITY

Portland VAHCS requires approximately thirty seven (37) hotel/motel rooms be held per day for beneficiaries from Sunday through Thursday and approximately three (3) hotel/motel rooms per day on Friday through Saturday. At least half of these rooms must be rooms with two beds.

Rooms shall be wheelchair accessible. In no case shall there be interior or access stairs in any of the rooms for the Veteran Beneficiary. Handicapped rooms must be available and comply with ADA guidelines, to include wheelchair access to the room, bathroom, and shower.

All ADA rooms must be ground floor or accessible by ADA compliant elevator.

All rooms shall be non-smoking rooms.

All rooms shall be fully furnished and shall include Contractor provided utilities, customary room amenities, and other specified services in this contract.

All rooms shall be located in a single hotel or motel property.

All communal areas, such as lobbies, hallways, restrooms and laundry rooms must be wheelchair accessible.

5. SAFETY

Buildings in which space is offered shall be evaluated in accordance with the latest editions of the National Fire Codes and the Uniform Building Codes.

Maintenance by the Contractor of Contractor-owned fire extinguisher(s) shall be in accordance with the (NFPA) Standard No. 101.

Smoke detectors shall be installed in each guestroom, office/storage area, hallway and other communal areas -in accordance with the National Fire Protection Association (NFPA) standard 72.

Facility shall comply with all City, County, State and Federal Building Codes and ordinances applicable to ownership and operation of the building in which the rooms are located.

Facility must meet the minimum fire safety requirements. Facility shall be incompliance with the Hotel and Motel Fire Safety Act of 1990 (PL 101-3) Facility must be professional clean and sanitary

Facility shall have an automatic sprinkler system, with a sprinkler head in each guestroom in compliance with the (NFPA) standards 13 or l 3R. Properties three stories or lower in height are exempt from the sprinkler requirement.

6. RESERVATIONS

a. Hotel/motel rooms are to be held for reservation by authorized Portland VAHCS staff for eligible Portland VAHCS beneficiaries until 6:00 p.m. If no reservation has been made by 6:00 p.m. on that day, the hotel/motel rooms are released for use. If a reservation has been made, the room must be held until 6:00 p.m. to allow time for the lodger to check-in. If the lodger does not check-in or notify the hotel by 6:00 p.m.

of a late arrival, the Contractor may release the reserved room for that night. If the lodger arrivals late without notifying the Contractor and the reserved room was released and provided to another client, the Contractor is authorized to lodge the

Veteran in another room, as available.

b. The Contractor shall allow occupancy of the room covered by this contract for the specific individual referred by authorized Portland VAHCS personnel using a signed reservation and authorization form. Portland VAHCS will inform the Contractor of each Veteran’s name, identification number, date of arrival, and duration of stay.

c. Services shall be performed seven days a week. General check in time may begin at 2:00 p.m. and general check out time will be at 11:00 a.m. Early and late check in and check out times may be arranged by authorized Portland VAHCS personnel or the Veteran with hotel/motel staff.

1. Authorized VAPORHCS personnel (self-care lodging staff members) are available during the time period 7:30 a.m. to 4:00 p.m., on normal business days (Monday through Friday). They can be reached at

(503) 220-8262 exts. 55786, 51712 and 58544. After hours, during weekends, and on holidays, the Administrative Officer of the Day (AOD) is authorized to attend to self-care lodging issues and can be reached at (503) 220-8262 ext. 55424. The VAPORHCS operator can be reached at (503) 220-8262 may be able to locate self-care lodging staff or to page the AOD;

2. An authorization form will be sent by VAPORHCS self-care lodging staff or the Administrative Officer of the Day (AOD) to the Contractor via fax. The authorization form will be signed by an approving official.

Any authorization form other than an original one provided to the Contractor via fax will not be accepted by VAPORHCS for payment of room rental;

3. The authorized dates and length of stay will be documented on the authorization form;

d. Hotels/motels reserve the right to deny lodging services to a Portland VAHCS beneficiary on the basis of disruptive or inappropriate behavior by the beneficiary or the beneficiary’s companion, or due to flagrant disregard for hotel/motel property, policy, or personnel by the beneficiary or the beneficiary’s companion(s).

Hotel/motel staff are to notify Self-Care Lodging staff, in writing via letter or email, of the Veteran’s name and the date and description of the incident.

7. RESTAURANT/CONTINENTAL BREAKFAST

Lodging facility shall be within walking distance of a reasonably priced restaurant.

Contractor shall provide menus and/or listing of restaurants that are nearby to the hotel.

The Contractor shall allow food to be delivered to their facility for the Veteran in the event that the Veteran cannot go get their own food.

Lodging facility shall provide a daily continental breakfast available for the Veteran.

8. CHECK IN I CHECK OUT

The Self Care Lodging staff or other authorized VA personnel shall inform the Contractor of the name and time each specific, VA-referred occupant is expected to be checking in/out of the hotel/motel via telephone. In the event a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the Self Care Lodging staff or other authorized VA personnel. Also in the event that a VA-referred occupant checks out of the hotel/motel without prior notice from the VA, the Contractor shall immediately contact the

Self Care Lodging staff or other authorized VA personnel at 24 hrs a day if needed and/or required. For the purposes of this contract, the Contractor shall use existing check-in/check-out times.

9. EXTENTIONS I CANCELLATIONS

The Self Care Lodging staff or other authorized VA personnel shall have the option of extending VA patients stay at the agreed upon rate.

In the event that the requested rooms are not needed and/or required, the Self Care

Lodging staff or other authorized VA personnel shall have the option to request same day cancellations at no additional cost to the Government and/or be penalized for last minute cancellations. The Self Care Lodging staff or other authorized VA personnel shall cancel the rooms before 6:00PM each day. VA Medical center, Portland, OR shall not be charged for the rooms, unless they are utilized.

10. DAMAGES

The room occupant shall be liable for any damages occurred during occupancy. The

Portland VAHCS shall not assume any liability for such damages or theft of property.

These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the Contractor.

11. EMERGENCIES

VA-referred occupants are afforded no special emergency privileges and shall be instructed to utilize local 911emergency services in the event of an emergency situation. If the

Contractor becomes aware that a VA-referred occupant appears to be involved in an emergency situation of any kind, the Contractor shall contact local 911 emergency services and the Self Care Lodging staff or other authorized VA personnel.

12. INSPECTION AND ACCEPTANCE

The hotel/motel facility shall be inspected by a team of VA employees cognizant with the requirements and appropriate standards prior to award of this contract or the exercise of any option periods. The Contracting Officer shall notify the Contractor COR or POC prior to the inspections and set-up the date, times and make arrangements with the Contractor

POC, COR and/or his/her designee to inspect the Contractor facility.

13. CONTRACTING OFFICERS REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

14. HOURS OF SERVICE

Except by special alternative arrangement, Portland VAHCS holds the following business hours. Business Hours/Days: are defined as the time of 7:30AM to 4:30PM, Monday through Friday, excluding Federal holidays:

New Year's Day January 1 * Martin Luther King's Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4* Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25* *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

In addition to the designated holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President's Proclamation

Off Business Hours are defined as the time of 4:31PM to 7:29AM, Monday through Friday, and all day

Saturday, Sunday and Federal holidays.

15. BILLING PROCEDURES

The Contractor shall fax the monthly invoices in the arrears to the Portland VAHCS for review at the end of each month to the fax number listed below. After review and approval of the invoices the COR shall contact the Contractor and advise them, to go ahead and submit the invoices to the address listed below for payment, this process should not take longer than one (1) to two (2) days at the most.

Portland VAHCS will only pay for authorized rooms and nights of lodging. If a Veteran or a person accompanying the Veteran elects to remain in the hotel/motel room beyond the authorized time period, payment for the additional nights will be the sole responsibility of the Veteran or the Veteran’s companion. In the event a VA referred occupant checks out of the hotel/motel before completing an authorized stay, the Contractor will notify Self-Care

Lodging Program staff. If the veteran checks in and occupies the room the VA will pay for the room. If the Veteran reserves the room but then is cleared to travel home and does not occupy the room the VA will not accept payment for the room.

Contractor shall charge no fees to the Portland VAHCS or the Veteran for Veteran’s with registered service animals.

Contractor shall limit pet fees to no more than $25 per day, per pet for any non-registered, non-service animal. Pets must be declared to the Contractor prior to the Veteran occupying the room. Contractor retains the right to charge additional fees or fines for non-declared pets. Lodgers are responsible for paying for pet fees directly to Contractor. Portland

VAHCS will not accept billing for pet fees or fines.

The Veteran lodging with the Contractor is responsible for any and all additional amenities, to include, but not limited to room service, pay-per-view movies, or meals not included in the basic room rate. Portland VAHCS will not accept billing for any associated lodging amenities.

Portland VAHCS will not pay for any alcoholic beverages.

Veterans and/or their companion are responsible for any damages to rooms or property due to their actions or inactions or the actions of their pets. Hotels/motels may charge lodgers directly for such damages. Spokane VAMC will not accept billing for any damages to rooms or property.

16. MANDATORY ELECTRONIC INVOICING

VA published the final rule requiring vendors to submit invoices electronically to the

Financial Services Center (FSC) in the November 27, 2012 Federal Register. The rule became effective December 27, 2012. The rule includes a new contract clause to be inserted in all solicitations and contracts by the contracting officer (VAAR 852.232-72).

Vendors can comply with the rule by using either of the two methods below:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National

Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

17. SHUTTLE SERVICE

Lodging facility shall provide a courtesy shuttle service for the Veteran. Pick-up & Drop offs available to the Portland VAHCS located at

3710 NW US Veterans Hospital RD, Portland, OR 97239-2999. 7 days a week.

a. Contractor shall provide shuttle service for authorized lodgers and their caregiver, driver, and/or attendant to and from the Portland VAHCS facility providing the scheduled medical care.

b. Shuttle service shall be offered Monday through Friday during business days.

Shuttle service will be offered at least twice a day, once in the early morning at http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ mailto:VA.Registration@Tungsten-Network.com approximately 7:30 a.m. and once in the late afternoon at approximately 4:30 p.m.

The Portland VAHCS sometimes has patients fly in on Sundays, a determination will be made by Self-Care Lodging Program Staff in consultation with hotel/motel staff.

Shuttle service outside the normal business hours will be handled on a case by case basis.

d. Shuttle Rider List: The contractor shall provide a Shuttle Rider List to the Self-

Care Lodging Program Support Assistant on the first business day of each week.

The Shuttle List will be faxed and will include the names, dates and times of shuttle use, and destination (Spokane VAMC facility or hotel) that occurred the prior business week.

18. RISK CONTROL

a. Patient Emergencies

In the event a VA referred occupant is in an emergency situation of any kind, the

Contractor will contact the 911 emergency medical services to respond to the emergency.

The Contractor will also notify authorized VAHCS personnel of the situation.

b. Occupational Safety & Health Administration (OSHA) Compliance

Contractor will comply with OSHA standards and share that information with employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning.

c. Room Maintenance

Daily room maintenance will comply with all Federal, State, and local laws in compliance with FAR 52.212-4(q).

d. General Building Requirements and Specifications

1. The hotel/motel rooms will comply with all city, county, and state building codes and ordinances applicable to the ownership and operation of the building in which the rooms are located. Rooms will comply with the applicable and current National

Fire Protection Association (NFPA) Life Safety Code and Americans with

Disabilities Act (ADA) guidelines.

2. Heating and cooling requirements will be in compliance with ADA and State of

Washington Laws. All cooling and heating devices and appliances, including, but not limited to, furnaces, fireplaces, electrical baseboard heaters, and water heaters, will be an approved type in good and safe working order and will meet all installation and safety codes. Contractor will maintain all appliances and utility systems in compliance with all installation and safety codes.

3. Electrical and lighting requirements will be in compliance with ADA and State of

Washington Laws. All electrical equipment, wiring, and appliances will be of an approved type, in good and safe working order, and will meet all installation and safety codes.

4. Sanitation Requirements: All plumbing fixtures will be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, equipment, structures, and premises will be of an approved type, in safe and sanitary condition, and in good working order and meet all installation and safety codes.

5. Fire Safety:

a. Buildings in which space is offered will be evaluated in accordance with latest editions of the NFPA 101 LIFE SAFETY CODE and ADA.

b. Equipment, services, or utilities furnished, and activities of other occupants will be free of safety, health, and fire hazards. When hazards are detected, the

Contractor will promptly correct hazards.

c. Maintenance of Contractor owned fire extinguishers will be provided by the

Contractor in accordance with NFPA Standard No. 10.

d. As required by code, smoke detectors/alarms will be installed in each room, office, storage area, hallways, and other common areas.

6. Wheelchair Accessibility: Common areas such as hallways will provide for an accessible path of travel for wheelchairs.

7. Elevators: If elevators are a part of the room complex, they will conform to the latest requirements of the American Society of Manufacturing Engineers (ASME)/American

National Standards Institute (ANSI) A17.1 Safety Code for Elevators and

Escalators, except for elevator emergency recall and will be inspected and maintained in accordance with ASME/ANSI A17.2 Guide for Inspection of

Elevators, Escalators, and Moving Walks Includes Inspection Procedures for

Electric Traction and Winding Drum Elevators, Hydraulic Elevators, and

Escalators and Moving Walks, or equivalent local code. The elevators will also comply with all local codes and ordinances.

8. Miscellaneous: No activity to the building and/or grounds that would cause an increase in dust, dirt, or spores to be airborne (i.e., renovation to the building, movement of earth on the grounds) will take place without the Contractor’s written notification to the VA at least fourteen (14) calendar days in advance of the event.

9. Inspection: The Government reserves the right, at any time before and after contract award and during the term of the contract, to inspect the rooms and all other areas of the Contractor facility as necessary to ensure a safe and healthy environment for the

VA referred occupants.

19. LOCATION/PROXIMITY TO VA MEDICAL CENTER

Lodging facility shall be located within 10 street travel miles from the Portland VAHCS, located at 3710 NW US Veterans Hospital RD, Portland, OR 97239-2999. This is for the convenience of the Veteran patient to proximity of the hospital.

20. SECURITY REQUIREMENTS

The contractor shall not have access to VA sensitive or computer information and will not require access to VA Facilities. The contractor shall require patient name length of stay and date of arrival only, no other sensitive information will be provided to the contractor by the VA. No background investigation is required for this contract.

Privacy Officer Language for Statement of Work (SOW)

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in

Rights in Data- General, FAR 52.227-14(d) (1).

VA information shall not be co-mingled, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If an exception to this co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National

Archives and Records Administration (NARA) requirements as outlined in VA Directive

6300, Records and Information Management and its Handbook 6300.1 Records

Management Procedures, applicable VA Records Control Schedules, and VA Handbook

6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

21. POINT OF CONTACT / CONTRACTING OFFICER REPRESENTATIVE

Contracting Officer Representative (COR). The COR for this contract is:

Tarin Bickford Portland VA Health Care System 3710 NW US Veterans Hospital RD Portland, OR 97239-2999 Tarin.Bickford@va.gov mailto:Tarin.Bickford@va.gov

22. DELIVERY SCHEDULE.

SOW

Task

Deliverable Title Format Number

Calendar

Days After

CO Start

1 Lodging Invoice

Contractor determined service report

1 emailed copy

Within 10 days after each billable month

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

1.00 EA ________________

SINGLE ROOM RATE ORDERING PERIOD 1 4/1/21 3/31/22

DOUBLE ROOM RATE ORDERING PERIOD 1 4/1/21 TO

3/31/22

SINGLE ROOM RATE ORDERING PERIOD 2 4/1/22 TO

3/31/23

DOUBLE ROOM RATE ORDERING PERIOD 2 4/1/22 TO

3/31/23

SINGLE ROOM RATE ORDERING PERIOD 3 4/1/23 TO

3/31/24

DOUBLE ROOM RATE ORDERING PERIOD 3 4/1/23 TO

3/31/24

SINGLE ROOM RATE ORDERING PERIOD 4 4/1/24 TO

3/31/25

DOUBLE ROOM RATE ORDERING PERIOD 4 4/1/24 TO

3/31/25

SINGLE ROOM RATE ORDERING PERIOD 5 4/1/25 TO

3/31/26

DOUBLE ROOM RATE ORDERING PERIOD 5 4/1/25 TO

3/31/26

GRAND TOTAL ________________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The

Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims

Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the

Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the

Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by

Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-

5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting

Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the

Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the

Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The

Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain

Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and

41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with

Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service

(TOS), or similar legal instrument or agreement, that includes any clause requiring the

Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 04/01/2021 through 03/31/2026.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the

Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order or task order via email to the Contractor’s email address.

(d)…